Step 1 : Pre Video Conference Preparation

Google Hangouts is free and only requires the participants to install a plug-in in their existing Google account to access the Google Hangout application.  

It is easy to use and is suitable for a meeting that involves up to 10 participants.

Pre-Video Conferencing Preparation

Timing

First, the date of the video conference must be determined and must be informed to all participants. Invites must be sent early and the secretariat must make sure that all of the invitees have responded to the invite. The secretariat must also inform the medium of video conference to be used during the session.  The secretariat must allocate sufficient time in between for the participants to prepare their material and also to make sure that participants who are not yet users of the video conference tool to familiarize themselves with it beforehand.  If there is a chairperson, the secretariat will need to determine whether the chairperson will be having the video conference in his office or at a video conference meeting room.

Timeliness

If you are the secretariat, you are in charge of making sure that the chairperson gets all of the information needed for the video conference.  You will need to make sure to arrive earlier to the meeting room to test the video conferencing system and the interface of the laptop/computer.

Personal Space

You should make sure to clean up and de-clutter your space.  The walls behind you should also be clear of any distracting pictures or artworks that will divert the attention of the video conference participants. It will also be wise to minimize distracting glare from the outside by pulling the shade of the window down and making sure that there is sufficient light indoors.  Make sure the room has adequate lighting so the video conference session will proceed pleasantly. 

Attire

It is important to wear attires of neutral or solid colour and avoid bright or distracting colours that that can cause distracting effect on screen

Using Google Hangout

You must have a Google Account to start with a Google Hangouts video conference session.  You will also need to install a Hangouts plugin before you are enabled to join a video conference session.


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TUTORIAL : How to use Google Hangouts